Business Office

The mission of the Geophysical Institute Business Office is to provide professional, effective, efficient and timely service to GI researchers, faculty, students, staff and management in all pre- and post-award and general fund activities. We achieve this mission through providing pre-award coordination of proposal writing, budgeting and submission; setting up new awards and sub-awards; managing all business activities required to implement awards and manage the GI’s general fund; and monitoring finance and close-out of awards.

By working closely with all our GI teammates, providing services to other departments and by liaising with central administrative functions such as the University of Alaska Fairbanks offices of Sponsored Programs, Procurement and Contract Services, Grants and Contracts Administration and Financial Services, we ensure that GI’s needs are met in as timely a fashion as possible.

Accounts Payable

Roberta Greenlee is responsible for ensuring that purchase orders are fulfilled, properly paid and charged to the appropriate awards and then closed. She works with the UAF Accounts Payable Office and GI Receiving to process payment of GI purchase orders for goods and services and for subcontracts and subawards. If you have a question concerning the status of an order, a change to an order, a return of an order, or other assistance, contact her by calling 474-7651 or sending email to rlgreenlee@alaska.edu.

Accounts Receivable

Katie Best is responsible for all accounts receivable functions for the Geophysical Institute. She also assists with purchasing and travel questions as well as Banner entry. If you have questions about accounts receivable, contact Jennifer at 474-7615 or via email at kebest@alaska.edu.

 Accounts Receivable are processed in one of the following ways:

Petty Cash: Petty cash can be used for any local purchases under $100, excluding travel, entertainment, check cashing or equipment purchases. A petty cash voucher can be obtained and filled out in the Business Office. The payee will need the original receipt and an account name, grant name or work order to be charged.

Invoices: Katie handles anything that needs generation of an invoice. She needs all information to be included on the invoice (such as PO number or description of work), account information for depositing the funds and contact information should there be any questions. After the money has been received and deposited a receipt will be given to the requester.

Grant Billings: Bills are automatically generated each month or quarter for revenue grants. Expenditures are verified and bills are sent to the agency. To see the monthly breakdown of expenditures or find out how much is left to spend on a grant, go to Fund Three Reports.

Form Library

Grants & Contracts

Overview: The Geophysical Institute Post-Award Office provides support to GI principal investigators on federal, private, state and non-federal award management. Services available include:

  • Set funds up on the University of Alaska’s Banner accounting system and generate UAF budget revision forms for both grants and funds.
  • Coordinate activity among GI researchers, staff and central functions. Work with faculty, staff and the UAF Office of Grants and Contracts administration to resolve award problems and initiate award changes.
  • Provide financial status of current awards and work with PIs to project expenditures to the end of awards and minimize over- and under-runs.
  • Process journal vouchers and labor reallocations to correct or adjust restricted and unrestricted accounting transactions.
  • Provide contractually required special financial reports to funding agencies, in addition to special ad hoc financial reports as requested to facilitate award management.
  • Bill a limited number of awards directly to funding agencies.

Award Negotiations and Acceptance

Research Award/Modification Arrival at the GI Business Office

University Accounting System (Banner) Set-up

Interpretation of Allowable Costs

Monthly Reporting

Research Accounting

Notice of Expiring Awards

Award Projections

No-Cost Extensions

Award Billing

Award Close-Out

Award Negotiations and Acceptance: All GI awards are handled centrally for negotiation and acceptance. All incoming GI awards are routed to the University of Alaska Fairbanks Office of Grants and Contracts Administration for:

  • Negotiation of terms and conditions with the funding agency
  • Facilitation of the award process
  • Official University signature

Back to Top

Research Award/Modification Arrival at the GI Business Office: After an award arrives in the GI Business Office, GI Business Manager David Read reviews the award terms and conditions and assigns a grant fiscal officer to be responsible for the new award. The grant fiscal officer will be in contact with the principal investigator throughout the duration of the award and will assist in the financial and management activities pertaining to the award. To kick-off the process, PIs will be sent a copy of the award (or funding modification for a currently existing award) by email. Principal investigators will be asked to provide a code name for the award and asked whether or not pre-award expenses are anticipated for the new award. If the funding agency changed the project prior to issuance and this resulted in a change to the proposed budget, the grant fiscal officer will work with you to incorporate this change into the official budget.

If an award notice comes directly to the PI, please forward it immediately to GI Business Manager David Read at daread@alaska.edu, and GI Financial Manager Debbie Ice at djdavisice@alaska.edu, so it can be expedited for signature through the UAF Office of Grants and Contracts Administration and then processed into Banner. Expenditures cannot begin on an award until it is negotiated and signed.

Back to Top

University Accounting System (Banner) Setup: A GI grant fiscal officer will pull the officially submitted proposal for new awards and initiate budget revision forms to establish a new grant and fund on BANNER. The financial manager will key the grant to Banner and forward the BRF package to the UAF Office of Grants and Contracts Administration.

The grant fiscal officer will notify PIs by email when an award (or funding modification) is fully established on Banner. Once the PI receives notification, they may begin research work effort and process charges against the research award. The grant fiscal officer will be in contact with PIs periodically during the life of the award to assist with financial/contractual activities and process any funding modifications that arrive for the award.

Back to Top

Interpretation of Allowable Costs: As PIs spend on an award, they will work with GI Business Office staff to initiate procurement requisitions, work orders, travel authorizations, subawards, etc. Office staff and grant officers are required to adhere to University of Alaska Board of Regents regulations, the State and Federal Office of Management and Budget circulars and other funding agency regulatory requirements.

Proposal narratives and budget forms are key elements of the legal award document and PI expenditures must be consistent with the budget and support the award’s scope of work. A number of expenditure categories are reviewed automatically at OGCA before authorization. It is essential that PIs allow sufficient time to ensure that requisitions can be processed in a timely manner and that authorizations for variances can be requested, if needed, from the funding agency.

All requisitions, including travel, sub-recipients and petty cash, are reviewed for budget availability, appropriate accounting and consistency before entry into the Banner system and forwarding to the appropriate department for further processing.

Back to Top

Monthly Reporting: The GI Business Office has online status reports to assist principal investigators as they manage their awards. The reports allow PIs to review both financial and payroll expenditure data posted against their awards. It is imperative that PIs review award expenditures monthly for any charges that may have been processed in error and to insure that award budgets aren’t over-expended.

Status reports are populated with Banner data after the University of Alaska has closed its financial accounting records for the month. The GI Business Office’s goal is to have reports online by the 15th of the following month. Any questions resulting from the status reports should be forwarded to the awards’ assigned financial officer.

Online status reports may be accessed at http://reports.gi.alaska.edu/fund3/ or http://reports.gi.alaska.edu/itd/.

Contact Fiscal Analyst Donna Evans at 907-474-2408 to receive online access to the monthly status reports.

Any time current data is needed on an award, PIs should meet with the award’s assigned financial officer who can help interpret current charging data either directly through Banner or by using Qmenu or QAdhoc.

Back to Top

Research Accounting: GI grant fiscal officers work with PIs to review awards and are responsible for making transaction corrections via journal vouchers and labor reallocations in Banner. University of Alaska Internal Audit and the University of Alaska Fairbanks Office of Grants and Contracts Administration periodically review transactions in accordance with UA policies and procedures. GI Business Office staff correct any errors in the system.

Back to Top

Notice of Expiring Awards: Each month, the GI Business Office’s Financial Manager publishes a list of research awards that are due to expire in the next 90 days. This list is created to facilitate expenditure planning and the closeout process of GI’s research awards.

Principal investigators are strongly encouraged to review the monthly list and work with the assigned grant fiscal officer on any expiring award to project costs through the end of the award. If additional funding is expected for an award listed in the monthly report, assigned grant fiscal officers should be informed so they may anticipate funding modifications to arrive.

Please note that overruns on awards must be written off against the Geophysical Institute’s General Fund. Therefore, it is crucial that PIs work closely with their awards’ assigned grant fiscal officers. This ensures awards stay within budget and protects the GI’s limited General Fund resources.

Back to Top

Award Projections: GI grant fiscal officers work with PIs to create a projection of all expenditures, as well as labor and non-labor activity, to determine the approximate ending balance of the award. A projection is a best guess made in good faith by an award’s assigned financial manager. There may be offline transactions pending processing, such as credit card activity (Travel or ProCard), shop charges, labor processed by other university departments, labor reallocations, journal vouchers and more.

Back to Top

No-Cost Extensions: If it is appropriate and necessary for a PI’s work effort, paperwork for a no-cost extension can be initiated with the award’s assigned financial officer at least 45 days prior to the award’s expiration date. Last minute requests for NCEs decrease the likelihood of the award’s funding agency granting an extension. Principal investigators should also be aware that funding agencies’ rules regarding the timing, number and authorization of extension requests vary.

Once it’s established that a NCE is necessary and justified, the award’s assigned grant fiscal officer will request the PI to complete either a Department Authority form or a Restricted Fund Notification and Request form, depending upon the level of authority the University of Alaska has on the award.

Department Authority Forms can be processed within the university. The award’s assigned grant fiscal officer will initiate Budget Request forms; key expiration date changes into Banner and forward the BRF to the University of Alaska Fairbanks Office of Grants and Contracts Administration for additional keying.

Restricted Fund Notification and Request forms require contact with the award’s funding agency to receive approval of the requested No-Cost Extension. After this form is fully executed, including all appropriate signatures, the award’s assigned grant fiscal officer will initiate Budget Request forms and forward them to the UAF Office of Grants and Contracts Administration for a formal request to be sent to the funding agency. Once approval is received from the funding agency, the Budget Request forms are keyed to BANNER in order to change the expiration date of the award.

No-Cost Extensions are not guaranteed. Funding agencies can deny approval. Only one NCE should be requested for an award; it is difficult to obtain funding agency approval for second NCE requests. If the funding agency is not the primary award holder (i.e., they have received funding from another source and have passed some of that funding down as a “sub-recipient” to the university), approval of the NCE request is dependent upon the funding agency receiving an extension of the prime award from their funding source.

Back to Top

Award Billing: The UAF Office of Grants and Contracts Administration invoices most awards centrally. The GI Business Office bills a limited number of GI awards that entail individual project knowledge and special contractual requirements and deadlines.

Back to Top

Award Close-Out: The GI Business Office submits final financial and close-out paperwork to the funding agencies that it directly bills. The UAF Office of Grants and Contracts Administration closes out all other GI awards. Final technical reports need to be sent to the award’s assigned financial manager when they’re submitted to the award’s funding agency.

Back to Top

Property Office

The Property Office is responsible for all property-related matters including:

  • Property records – input, update, create and reconcile 
  • Review P/R and budget for equipment
  • Review of contracts and grants for property clauses and amendments 
  • Property closed out on grants and contacts 
  • Seek approvals and screening for equipment 
  • Internal and external audits 
  • Federal reporting 
  • Property transfers and loans 
  • Property reutilization and disposal 
  • Surplus property 
  • Create and update policies and procedures 
  • Annual physical inventory of all equipment 
  • Location and movement of property 
  • Shotgun checkout for field work and shotgun use policy 
  • Customs information (import and export) 
  • Risk Management insurance claims for equipment 
  • Vehicle registration and licensing
If any equipment is being moved from its current location,
you must notify the Property Office!

Questions concerning property? See GI Property Manual or the University of Alaska Statewide Property Manual (below) or contact Jackie Dashiell at 907-474-7663 or via email at jldashiell@alaska.edu.

 

 

Statewide Property Manual

Proposal Office

The Geophysical Institute Proposal Team is committed to developing, processing and submitting our researchers’ proposals in an efficient and timely manner while also meeting sponsor requirements and the GI’s high quality standards. We aim to help PIs submit the most professional proposals possible and provide assistance in all phases of proposal preparation, including reviewing sponsor guidelines, developing budgets, formatting proposals, and ensuring compliance with agency and university policies.

Please keep in mind that all proposals and pre-proposals from GI staff, faculty and administration must be coordinated through the proposal team prior to authorization by the PIs, business manager, director and Office of Sponsored Programs. Only proposals with these approvals may be submitted to an agency for consideration.

Please review the policies and procedures, announcements and funding opportunities on our site and contact us with any questions about the proposal process. We look forward to hearing from you!

To contact proposal staff please see the Business Office directory.

Proposal Process

Expect to route through the GI Proposal Team items such as budgets, estimated project costs, pre-proposals, white papers, collaborations, budget revisions, supplemental funding, project continuations and renewals, and new proposals.

STEPS IN THE PROPOSAL PROCESS

  1. Meet with Erin Albertson or David Read to initiate your proposal as soon as possible; you will be assigned a number and coordinator
  2. Find and read the relevant RFP
  3. Work with coordinator to develop budget 
  4. Prepare and assemble all required documents and forms, with help from coordinator
  5. Ten business days before agency deadline: Finalize documents — your coordinator will format them to meet agency requirements
  6. One week before agency deadline: Review and approve final proposal package
  7. Sign routing form and cover page
  8. All co-PIs and their deans and directors review and approve proposal and sign routing form
  9. Five business days before agency deadline: GI review — business manager and director review proposal, sign routing form and cover page
  10. Proposal goes to the UAF Office of Grants and Contracts Administration for final review
  11. Proposal is submitted via GI Business Office and OGCA

We will do our best to facilitate on-time submission of the proposal, but this can only be ensured by your assistance in meeting deadlines. Please note that the Office of Grants and Contracts Administration requires five business days for review, approval and submission of a proposal per University of Alaska Board of Regents Policy. Proposals that involve matching/cost-sharing, reduced overhead, collaborations with other units or universities or subawards all require additional review time and documentation.

Budget Development

 

BUDGET DEVELOPMENT: Getting Started

Often the best place to begin working on a proposal is with the budget. Please work with your proposal coordinator to create your draft budget; you will want to consider the following elements and questions during the process:

  1. Project personnel (Include names and hours/year for each individual)
    • Students:
      • How many?
      • Academic level? [Undergraduate; Master's, PhD before candidacy, PhD after candidacy] 
      • Semesters? (academic and/or summer)
      • Alaska resident or non-resident? 
    • Other staffng needs
  2. Travel
    • Domestic destinations
      • How many trips to each destination, and in what year?
      • How many travelers on each trip?
      • Purpose of each trip?
      • Length of each trip (number of days)?
    • Foreign destinations
      • See above questions for domestic travel
  3. Services, commodities and equipment
    • Any contractual services?  
      • Includes journal publication costs, registration fees, software updates, shipping costs, consultants, lab analysis services, GI Machine/Electric Shop services, transportation charter, communication, etc.
    • Any subawards?
      • To which institution?
      • Name of subaward PI and senior personnel?
      • Expected amount of subaward?
      • What services will the subaward be providing? 
      • Why did we choose this institution for this role?
    • Any commodities/supplies needed?
      • Includes lab supplies, project supplies, field supplies, transportation fuel, etc.
    • Any equipment needed?
      • Equipment = Cost of $5,000 and above per item
      • Include vendor and/or item name, description, and number of items
    • Will there be any equipment fabrication costs or participant support costs?
  4. Other Considerations
    • Is there a match requirement? If so, how will it be met? Have you spoken with the GI director? 
    • What F&A rates will be used for each department?
    • Will there be reduced F&A or an F&A exemption involved?

Announcements

Upcoming Deadlines

 

 

Funding Opportunities

Email Alert Services

  • Alaska Online Public Notices - You can use the AK Online Public Notices system to receive notifications about state funding opportunities.
  • Grants.gov - The Grants.gov email notification service allows you to receive notifications about new federal funding opportunities.
  • Foundation Center - Receive weekly notification of recently announced Requests for Proposals from private, corporate and government funding sources.
  • NASA Research Opportunities - The NAIS Email Notification System allows you to receive notifications on NASA acquisition opportunities of interest to you.
  • NSF Custom News Service - The NSF Custom News Service is available to anyone who would like notifications about new NSF publications.

Federal Opportunities

  • Grants.gov - This webpage allows users to electronically find and apply for competitive grant opportunities from all federal grant-making agencies.
  • NSF - NSF's webpages are a good starting place for browsing NSF funding. It allows users to view upcoming due dates and recently announced RFP’s.
  • NSF Office of Polar Programs
  • NSF Directorate for Geoscience
  • NASA Research Opportunities – View all open, closed, past, and future NASA funding opportunities at NASA NSPIRES.
  • FedBizOpps.gov – Federal Business Opportunities provides users a database to search for federal contract opportunities.
  • Catalog of Federal Domestic Assistance (CFDA) - This site provides a database of all federal programs available to state and local governments.
  • Federal Register - This site serves as the federal government's official daily publication for rules, proposed rules, and notices of federal agencies and organizations, as well as executive orders and other presidential documents.
  • Grants Resource Center - GrantSearch - The American Association of State Colleges and Universities' (AASCU) Grants Resource Center (GRC) provides this site to find private and federal grant information.

Internal UA

Private/Foundation Opportunities

  • Philanthropy News Digest - A service of the Foundation Center, publishes a list of recently published requests for proposals from private, corporate, and government funding sources. This site provides information on private funding sources. It is free to use, but requires registration.
  • GrantsNet - This site, a service of AAAS, provides a database to find funds for training in the sciences and undergraduate science education.

Opportunities for Students

  • Alaska EPSCoR is a university-state partnership, which builds Alaska-based research.
    • Alaska EPSCoR Student Travel Awards
    • Alaska EPSCoR Research Fellowships
    • Alaska EPSCoR Undergraduate Summer Research Experience (
  • Alaska Space Grant - Student Opportunities
  • GI Undergraduate Research Program Interested students should discuss individual opportunities with their advisor.
  • Global Change Student Research Grant Competition - Sponsored by the UAF Center for Global Change and Arctic System Research, in partnership with the International Arctic Research Center, this programprovides support to undergraduate or graduate students for research on global change presented in an interdisciplinary context, with an Arctic or sub-Arctic focus. Proposals may be submitted for one- or two-year awards, and research may involve the social sciences, physical sciences, biological sciences and engineering. For more information, call 474-5818 or email cgc@iarc.uaf.edu.
  • IGERT (Integrative Graduate Education and Research Training) is a National Science Foundation program developed to meet the challenges of educating and training scientists with multidisciplinary and interdisciplinary backgrounds and the technical, professional, and personal skills needed for career demands of the future.
  • Regional Resilience and Adaptation Program  - RAP is an interdisciplinary training and education program of UAF, focusing on sustainability in times of rapid change. The Resilience and Adaptation Program prepares scholars, policy-makers, community leaders, and managers to address issues of sustainability in an integrated fashion.
  • NSF Undergraduate Opportunities
  • NSF Graduate Opportunities
  • UAF Main

Links

Policies

A few policies come up on a regular basis during the proposal preparation process. If you believe any of these policies may be relevant to your proposal, please discuss it with your coordinator at the earliest opportunity.

Purchasing

Any questions regarding purchasing can be directed to

General Purchasing Email: 
uaf-gi-busoffice@alaska.edu


Contacts:
Colleen Morey 474-7645
Connie Carter 474-6643
Katie Best 474-7615

A purchase request may be initiated by any staff member who has completed the correct purchase requisition form and obtained the required signatures.

All purchase requests are processed by the GI Business Office. See Purchasing Guidelines for more information.

Contact the Business Office at 907-474-7645.

Purchasing Guidelines

Purchase Order: Purchase orders are issued by the UAF Purchasing Office based on information entered in Banner and support documentation provided by the PI and the GI Business Office. POs can be used for ANY type of purchase, for ANY dollar amount and issued anywhere in the world.

Purchasing Forms: Depending on the type of purchase, you may need to complete one of the following forms prior to submittal to the Purchasing Office.

Independent Contractor Status Determination Form is to be completed for all contracts with individuals when they are to be treated as independent contractors. The form is also required for contracts with partnerships and other non-incorporated businesses for which the services to be performed will be completed exclusively by a specific individual.

This form is not required for contracts with entities such as corporations, governmental agencies, professional organizations or other colleges or universities which have provided the required employer identification number. Nor is this form required for contracts with individuals engaged as guest speakers or performers who provide one-time, nonrecurring services and who are not otherwise employed by the university.

Certification of Need for Restrictive Specification UAF relies upon the expertise of its faculty to conduct academic instruction of students in order to provide students with a quality education. It also relies upon the expertise of its research community to conduct quality research.

To these ends, whenever a faculty member, a principal investigator or project director has determined that only a particular item or service is suitable for use in the classroom or for a research project, brand name or sole source procurement is both appropriate and justified.

Purchase requisitions for such items or services must specify that no substitute is acceptable and must be accompanied by a Certification of Need for Restrictive Specification form, completed and signed by the faculty member, principal investigator or project director.

If more than one supplier exists for a specified brand, competition must still be sought in accordance with all applicable laws and regulations. For services, certification by the faculty member, principal investigator or project director that no other known source for the required services exists is justification for proceeding with sole source procurement. This determination only applies to items or services to be used in direct support of academic instruction or sponsored research.

Limited Purchase Order: Limited Purchase Orders are used for purchases from local vendors for in-stock items or 24-hour-service – ONLY! LPOs are limited to $2,500 maximum purchase value, therefore cannot be used for equipment purchases. LPOs are processed by the UAF Accounts Payable department and audited by the UAF Purchasing Office.

Blanket Purchase/Delivery Order: The UAF Purchasing Office has issued hundreds of Blanket Purchase and Blanket Delivery Orders to vendors all across the country. Blanket Orders can be used for goods and services. Call numbers are generated in Banner by the GI Business Office. Orders will be placed by the expediter or the GIBO as required. If a staff member wishes to place the order, this must be written on the requisistion when submitted.

Blanket Purchase Orders are limited to $5,000 per call number.

Blanket Delivery Orders are blanket purchase orders created against contracts that have been issued by the UAF Purchasing Office based on commodities and services that have been previously bid. For this reason there is no dollar limit on a call number created by a BDO.

ProCard: The ProCard is used for purchasing commodities ONLY that are less than $5,000. It cannot be used for any services, including travel, hotel, food or car rentals. Cardholders must complete an application.  All use must be logged in accordance with the Procard Handbook.  Each cardholder works with an approving official and a reconciler.

Requisition Forms: A requisition form is being developed and should be available online soon. A printable copy is currently available online or a hard copy may be picked up in the GI Business Office. 

All purchase requisitions must be submitted to the GIBO for authorization and processing. Please take the time to provide complete and accurate information. If submitting a handwritten request, please print neatly! Requisitions that are difficult to read delay the purchasing process, thus delaying delivery of items or services.

No GI/IARC staff member has the authority to place an order by phone or collect goods from vendors without authorization from the GI Business Office.  An unauthorized purchase is illegal and may result in the end user having to pay for the goods/services personally. Planning is therefore very important. If on-site emergency purchases are anticipated during a field trip, please consult the GIBO for proper procedures before leaving for the field. Many problems can be solved if advance notice is given.

UAF Purchasing: The UAF Purchasing Office processes requisitions that have been entered in Banner. These requisitions may include requests that cannot be processed another way.

Request for Quotation: Purchases between $5,000 and $50,000 require the UAF Purchasing Office to issue a Request for Quotation. This process requires Purchasing to contact as many vendors as possible to obtain written quotations in accordance with the terms and conditions set forth by the Purchasing Department. If an end user wishes Purchasing to contact specific vendors, this should be specified on the requisition form. Obtaining quotes independently to send to Purchasing does not preclude the RFQ process. It is suggested that staff members wishing to obtain their own quotes speak to the appropriate purchasing agent first.

The RFQ process is less formal than the IFB process and takes less time to complete. However, staff members should plan ahead to allow for accurate and timely processing of these requests.

Invitation for Bid: Purchases that exceed $50,000 require the UAF Purchasing Office to issue an Invitation for Bid. IFBs are issued when the commodities or services can be exactly defined. No discussions with competing offerors and no changes in offers, including price, are allowed. Award is made to the lowest responsive, responsible bidder. The IFB process can take up to 90 days to complete, so advance planning and consideration to time is important.

Request for Proposal:  Competitive sealed bidding is the preferred method for purchases that exceed $50,000. However, if this is not practical, the UAF Purchasing Office will issue a Request for Proposal. The RFP process allows discussions with competing offerors and changes in the proposal, including price. It allows comparative subjective evaluation to be made when determining acceptable proposals for negotiation and award. The RFP is used when evaluation factors are subjective and involve consideration of relative abilities of offerors to perform. It is appropriate where the need to be satisfied involves weighing intellectual, artistic, or aesthetic values where price is a secondary consideration.

Sole Source Purchases: A purchase is considered a sole source in one of the following circumstances: When the manufacturer is also the sole distributor for its product, or when a particular vendor is the sole distributor to Alaska for a particular product.

It is the department’s responsibility to provide a written brand name justification for the commodity they wish to purchase. The UAF Purchasing Office will then request a “sole source” memo from the manufacturer (only) stating the distributor information.

Receiving and Payment of Purchases: When commodities or services have been received, it is the end user’s responsibility to notify the Business Office so payment authorization can be forwarded to the UAF Accounts Payable department. Any questions concerning receipt or payment of purchases should be forwarded to Roberta Greenlee at 474-7651.

Service/Recharge Centers

Service/recharge centers reallocate the costs of providing specialized products or services to the end user (another activity, project or department). An approved recharge rate is developed on the basis of the direct cost of the product or service plus the shop’s operating costs over the course of the center’s fiscal year.  Centers are operated with the intent of breaking even at the end of the cycle. 

Three service/recharge centers are part of the GI:

Electronic Shop personnel provide skilled electronics support in engineering, designing, constructing, calibrating, testing and repairing a wide range of scientific and technical instruments for specialized research activities of faculty and staff. The recharge rate for this shop is based on the billable hours required to support the level of activity necessary to complete the project. 

Machine Shop personnel provide high quality, specialized design and manufacturing work in support of research activities of faculty and staff, often focusing on design and fabrication of precision instrumentation and one-of-a-kind pieces of equipment. The recharge rate for this shop is based on the billable hours required to support the level of activity necessary to complete the project.

In order to request services of these centers, the end user completes a GI work order, 1-series for EShop (range 1000-1999) and 2-series for MShop (range 2000-2999), outlining the required scope of work to be performed or the item to be developed/built by the shop’s personnel. The shop staff will direct billable hours and non-labor costs necessary to complete the requested work effort to the GI work order number. The shop recharge rate is charged to the work order’s funding source (restricted or unrestricted fund) as a service item (account codes - EShop 3091 and MShop 3092) tagged with the shop’s series work order number. Direct labor is not charged to the funding source, but the service is recharged via a service journal voucher (“JV” entry) based on the number of billable hours charged by the shop personnel on their bi-weekly timesheet. Items purchased to support the requested work are charged at cost via the shop’s series work order number. F&A on restricted awards is applied at the time entries are posted to the award with the F&A rate determined by the restricted award’s established rate.

General Science & Engineering Time & Material Center 
(a.k.a., Miscellaneous AR) is GI’s mechanism for the billing of small value (< $5,000) non-recurring minor science and engineering activities to external funding sources. This center’s activities range from minor analyses to scientific or engineering collaboration to reimbursement of requested travel by external sources. A GI work order, 7-series (range 7000-7999) is established by the end user outlining the required scope of work to be performed, the assignment of the GI staff member doing the activity and the funding agency’s billing information. The funding agency’s intent to pay paperwork, such as a PO, email or award documentation, is attached to the 7-series work order.  

The GI staff will direct labor and non-labor costs necessary to complete the requested work effort to the GI’s 7-series work order number. Items purchased to support the requested work are charged at actual cost via the GI work order number. F&A is not applied to these charges. If the EShop or MShop services are needed in the performance of a Miscellaneous AR work effort, a 1-series or 2-series work order is generated and linked to the 7-series work order number. EShop and MShop activities are charged at each service center’s external shop rate via recharge to account codes 3091 (EShop) or 3092 (MShop).

The GI Business Office will direct bill the funding agency each quarter for the actual cost of the work performed to date. Payment is received from the funding agency and applied as revenue against the 7-series work order number.

GI maintains online status reports for all work order charges by individual work order number at  http://reports.gi.alaska.edu/wo/

GI also has established Enterprise Centers including Chaparral Physics and the Alaska Satellite Facility Enterprise. Sales prices for products sold by these enterprises are based on market conditions. Enterprises must write a business plan.

Shared Travel Services (STS)

All GI travel is processed through the Shared Travel Service Office located at 172 Arctic Health Research Building.

Please visit the Shared Travel Services website at:

www.uaf.edu/snre-busoffice/travel

Status Reports

Monthly Reporting: The GI Business Office maintains status reports online to assist principal investigators as they manage their awards. The reports allow PIs to review both financial and payroll expenditure data posted against their awards. It is imperative that PIs review award expenditures monthly for any charges that may have been processed in error and to insure that award budgets aren’t over-expended.

Status reports are populated with Banner data after the University of Alaska has closed its financial accounting records for the month. The GI Business Office’s goal is to have reports online by the 15th of the following month. Any questions resulting from the status reports should be forwarded to the awards’ assigned financial manager.

Online status reports may be accessed using QMenu. Instructions here.

Contact Financial Manager Debbie Ice at 907-474-7646 or via email at djdavisice@alaska.edu to receive online access to the monthly status reports.

Any time current data is needed on an award, PIs should meet with the award’s assigned financial manager who can help interpret current charging data either directly through Banner or by using Qmenu or QAdhoc.

Subawards

Under Construction

Work Orders

 

Under Construction